HomeMy WebLinkAbout20133341.tiffRESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR TITLE IV -E
DEMONSTRATION WAIVER AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Memorandum of Understanding for a
Title IV -E Demonstration Waiver between the County of Weld, State of Colorado, by and through
the Board of County Commissioners, on behalf of the Department of Human Services, Division of
Child Welfare Services, and the Colorado Department of Human Services, commencing July 1,
2013, and ending June 30, 2014, with further terms and conditions being as stated in said
memorandum of understanding, and
WHEREAS, after review, the Board deems it advisable to approve said memorandum of
understanding, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Memorandum of Understanding for a Title IV -E Demonstration Waiver
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners, on behalf of the Department of Human Services, Division of Child Welfare
Services, and the Colorado Department of Human Services, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said memorandum of understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 9th day of December, A.D., 2013.
BOARD OF OUNTY COMMISSIONERS
WELD U , COLORADO
ATTEST: t"Se,,,_9, k„ (
Weld County Clerk to the Board
an P. Conway
fit r
Nam*. Garcia, Chair
eta coo- S
ougtas Rademabher, Pro-Tem
APP3QVED� s,=.� •RM '�..' � 4 I l IFS c- 'lamp
Mike Freeman
Date of signature: DEC 1 9 2013
athi3 -"OD
Ia-J told,
2013-3341
HR0084
MEMORANDUM
DATE: December 2, 2013
TO: William F. Garcia, Chair, Board of County Com . ssioo
FROM: Judy A. Griego, Director, Human Ser ces Dep t menD
RE: Memorandum of Understanding for the IV -E 'Waiver
between the Weld County Department of Human
Services and the Colorado Department of Human
Services, Division of Child Welfare Services
Enclosed for Board approval is a Memorandum of Understanding for the IV -E Waiver between
the Department and the Colorado Department of Human Services, Division of Child Welfare
Services. This MOU was reviewed under the Board's Pass -Around Memorandum dated
November 21, 2013, and approved for placement on the Board's Agenda.
The Colorado Department of Human Services, Division of Child Welfare Services was awarded a
Title IV -E Demonstration Waiver on October 23, 2012, by the Children's Bureau. The waiver builds
on four initiatives already in place in Colorado counties: Differential Response, Permanency by
Design, the Colorado Practice Model, and the Collaborative Management Program. The Title IV -E
waiver allows five interventions to build on the initiatives. The five interventions are: Family
Engagement, Permanency Roundtables, Trauma -Informed Assessment, Trauma -Informed Treatment,
and Kinship Supports.
The Title IV -E Waiver is a five-year project. "All 64 counties will participate in the waiver, with some
becoming more active earlier in the waiver than others, and with each county having the option to
target its waiver interventions most appropriate for its population and community environment."
Family Engagement will be state-wide by the end of the five years. Trauma -Informed Assessment and
Trauma -Informed Treatment will be statewide beginning July 1, 2014. Counties/regions will
implement Permanency Roundtables and Kinship Supports as they are able.
If you have any questions, give me a call at extension 6510.
2013-3341
crs
MEMORANDUM OF UNDERSTANDING
The State of Colorado Department of Human Services
and
The Board of County Commissioners or other elected governing body of Gf/e/d
County(ies), Colorado
This Memorandum of Understanding (or "MOU") is made this day of
Demm„ber .ail/,3 , between the State of Colorado Department of Human Services (the
"CDHS") and the Board of County Commissioners or other elected governing body of
61)M County(ies), Colorado (the "County").
CDHS is the sole state agency with the responsibility to administer or supervise the
administration of the human services programs listed in CRS 26-1-201.
The Colorado General Assembly enacted SB/HB 13-231 in response to the CDHS being granted
waiver authority by the United States Department of Health and Human Services, Administration
for Children and Families, under Section 1130 of the Social Security Act, which authorizes states
to conduct demonstration projects which are determined to promote the objectives of parts B or
E of Title IV of the Social Security Act. A copy of the waiver terms and conditions are attached
to this MOU as Exhibit A.
CRS 26-5-105.4 requires CDHS and the County to enter into an annual performance agreement
that explains the County's duties and responsibilities in implementing the Title IV -E Waiver
Demonstration Projects.
CDHS and the County understand and agree that the services outlined in this MOU are subject to
available appropriations by the General Assembly, and neither party will be obligated to provide
services or assistance if adequate appropriations have not been made.
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The following terms are agreed to by CDHS and the County:
1. MOU MEETS PERFORMANCE CONTRACT REQUIREMENT
The parties agree that the provisions of this MOU constitute compliance with CRS 26-5-105.4.
2. TERM
The term of this MOU will be from July 1, 2013 to and including June 30, 2014.
3. DEFINITIONS
The parties agree to provide the following minimum services to the identified populations as
denoted below (check all that apply):
❑ Family Engagement — Meetings will be provided to families with a newly opened
child welfare case during the demonstration period:
• At case opening — within 7 business days after the 60th day (69 days by including
weekends);
• Within 7 business days of initial placement;
• Every 90 days when in out -of -home care (DHS/DSS custody);
• Every 6 months in in -home (case open).
❑ Permanency Roundtables — Meeting will be held quarterly for youth with an opened
child welfare case who are:
n Over the age of 16 with a goal of Other Planned Permanent Living Arrangement;
and/or
n With a goal of Other Planned Permanent Living Arrangement who have been in
care for longer than one year.
❑ Kinship Supports — Support services and goods will be provided to kinship families
who are:
n Licensed foster caregivers;
n Non -licensed foster caregivers.
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4. REQUIRED DUTIES OF THE COUNTY
a) During the term of the agreement, the County agrees to implement the intervention(s) as
described in Exhibit B (County Application for Title IV -E Waiver Funds), to the extent
that such services have been awarded funds pursuant to Exhibit C (Award Letter), and in
accordance with the rules adopted by the State Board of Human Services. The County
shall not have any duty to provide any service listed in Exhibit B for which the County
has not been awarded funds.
b) The County will maintain sufficient records, will perform the reporting, Colorado Trails
(Trails) and CFMS actions required to implement the Waiver, and will permit CDHS, its
evaluators, duly designated agents and/or representatives of the federal government, to
inspect the records and will make such records available to CDHS as specified in CRS
26-1-122.
c) The County agrees to participate in the evaluation of the Title IV -E Waiver
Demonstration Project, as described under Section 3 of Exhibit A, and as established
under CRS 26-5-105.4.
d) The County agrees to use 50% of the underspent county Title IV -E Waiver funds for
child welfare services that can include:
a) IV -E Waiver intervention services to eligible and non -eligible Title IV -E children
b) Conventional title IV -E program services that must be is maintained for those Title
IV -E eligible children in out of home placement
c) Other child welfare services to eligible and non -eligible Title IV -E children and their
families
The County plan to expend either allocated Title IV -E Waiver funds, or underspent
county Title IV -E Waiver funds as outlined in Exhibit B.
The County agrees to the State retaining 50% of the Federal IV -E out of home savings
due to IVE Waiver activities. The remaining 50% of Federal IV -E out of home savings,
as determined by (c) below will go to the County to fund future Child Welfare, as
established in CRS 26-5-105.4. Cost savings are determined as follows:
a) The costs of the foster care services received by children and families for the five
years prior to the waiver demonstration being implemented and the current cost for
foster care services not under the waiver will also be utilized. These costs may
e)
fl
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include historical and current costs experienced by counties or a group of counties.
When comparing costs and savings, a county's own revenue and expenditure history
may include a system -level assessment of revenues and expenditures for a group of
counties.
b) Only costs and savings that are available in the CFMS and Trails will be utilized.
Medicaid and other revenues and expenditures will be included only to the extent
they are included in the waiver evaluation.
c) The Department Division of Child Welfare and Division of Accounting will develop
an expenditure, savings, and cost -savings methodology and transmission process in
collaboration with the Finance SubPAC, which should include Child Welfare
Directors and applicable Office of Information Technology personnel (Trails). This
MOU will be amended if necessary to conform to the methodology and transmission
process.
g) The County agrees to transmit 50% of the underspent county Title IV -E funds to the
Title IV -E Waiver cash fund, as established in CRS 26-5-105.4. Cost savings are
determined by subtracting all included costs from the baseline expenditures. The
baseline expenditures shall be determined by the County with the assistance of the State,
and shall consider the following factors: the average annual Title IV -E expenditure over
the previous five years; the costs include intervention funds, such as staff and vendor
costs, which shall be identified in Trails and/or County Financial Management System
(CFMS). Only costs and savings that are consistent with the Waiver Demonstrations
Evaluation
h) The Department Division of Child Welfare and Division of Accounting will develop an
expenditure, savings, and cost -savings methodology and transmission process in
collaboration with the Finance SubPAC and applicable Office of Information
Technology personnel (Trails). This MOU will be amended if necessary to conform to
the methodology and transmission process.
i) The County insures any staff funded with Title IV -E Waiver funds participates in 100%
time reporting. Staff with 100% of time devoted to Title IV -E Waiver intervention(s)
may utilize the 6 Month Certification form in lieu of 100% time reporting.
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5. DUTIES OF CDHS
a) CDHS will oversee the implementation of the Title IV -E Waiver Demonstration Project,
and will develop standardized forms and reporting processes for the tracking of
participants, in consultation with the Counties.
b) CDHS will monitor the County's provision of Title IV -E Waiver intervention services as
outlined in the Exhibit B and Exhibit C.
c) CDHS will exercise oversight of and responsibility for the development,
implementation, maintenance, and enhancement of Trails and its application relative to
Child Welfare Services.
d) For SFY 14/15 and subsequent years, CDHS agrees to allocate to counties any Title IV -
E funds transmitted to the Title IV -E Waiver cash fund and appropriated by the general
assembly to either implement the Title IV -E Waiver Demonstration Project, or to fund
out of home placement and case planning for Title IV -E eligible children, in accordance
with CRS 26-5-105.4.
6. SEVERABILITY
To the extent that this MOU is executed, and performance of the obligations of the parties may
be accomplished, the terms of the MOU are severable. Should any singular term in this MOU be
declared invalid or become inoperative for any reason, it will not invalidate the MOU itself, or
any of the terms included therein.
7. INTEGRATION OF UNDERSTANDING
The parties recognize the nature of the relationship between the County and the State. This
relationship is governed more broadly by pertinent provisions of the Colorado Constitution and
of state statutes and rules, including lawful rules promulgated by the State Board of Human
Services. The parties further recognize that this MOU is not intended to supersede or change the
relationship between the County and the State as established by any legal authority.
8. NO THIRD PARTY BENEFICIARY
This MOU is binding to CDHS and the County, as well as their respective successors and
assigns. It is agreed that the enforcement of the terms and conditions of this MOU are reserved
5
for CDHS and the County, to the extent permitted by law. Nothing contained in this MOU
allows a claim or right of action by a third party. Any third party receiving services or benefits
under the provisions of this MOU is deemed an incidental beneficiary.
9. DISPUTE RESOLUTION
Prior to the execution of this document, if the parties are unable to reach agreement concerning
the inclusion of, or wording of, provisions of the MOU, either party may refer the dispute to the
Title IV -E Waiver Demonstration Project Oversight Committee. The Committee's decision will
be made by a majority vote of its members, and is non -binding.
If dissatisfied with the decision of the oversight committee, either party may seek review by the
Office Director of Children Youth and Families or designee. Nothing in these provisions limits a
party's ability to pursue other remedies available under the law.
10. TERMINATION
The parties acknowledge that withdrawal from this MOU will result in the termination of this
Agreement and termination of funding and services associated with this Agreement. The County
shall assure as little disruption as possible in the delivery of services provided to Recipients.
a) Withdrawal/Termination. Any party may withdraw from this Agreement at any time
by providing 30 days written notice to all other Parties.
b) For Loss of Funds. Any party may withdraw from this Agreement, in the event of
loss or reduction of resources from its funding sources and shall provide notice of
withdrawal, in writing within 30 days.
c) Lack of Compliance. CDHS may terminate the agreement if it is found the County is
not complying with the terms of this memorandum. In the event the memorandum is
terminated for failure to perform, interventions funds may be reduced at the discretion
of CDHS.
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IN WITNESS WI-IEREOF, the Parties hereto, through their authorized representatives have
executed this Memorandum of Understanding effective for the dates written above.
O48
Director, Division of Child Welfare Date
COUNTY(ies) OF WELD COLORADO,
by and through the BOARD OF COUNTY COMMISSIONERS
Chairman William F. Garcia
ATTEST: ` o'aQO." `S' i\ tG,._
Clerk to the
DATE: DEC 0 9 2013
Board
Deputy Clerk to the Board
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62O/3 - 51/
Exhibit A
DEPARTMENT OF HEALTH AND HUMAN SERVICES
ADMINISTRATION FOR CHILDREN AND FAMILIES
ADMINISTRATION ON CHILDREN, YOUTH AND FAMILIES
CHILDREN'S BUREAU
DEMONSTRATION PROJECT AUTHORITY
STATE: COLORADO
Waivers of the following provisions of the Social Security Act and Program Regulations are
provided to the State to operate a demonstration project:
Section 471 (a)(10): Licensing Standards: To allow the State to waive categorically specific
non -safety standards (as determined by the State) in relative foster family homes for
specific children in care.
Section 472 (a): Expanded Eligibility: To allow the State to expend title IV -E funds for children
and families who are not normally eligible under Part E of title IV of the Act as described in the
Terms and Conditions.
Section 474(a)(1): Expanded Claiming: To allow the State to claim at the Federal medical
assistance percentage any allowable expenditures of foster care maintenance payment cost
savings.
Section 474(a)(3)(E) and 45 CFR 1356.60(c)(3): Expanded Services: To allow the State to
make payments for services that will be provided that are not normally covered under Part E of
title IV of the Act; and to allow the State to use title IV -E funds for these costs and services as
described in the Terms and Conditions, Section 2.0.
All waivers are granted only to the extent necessary to accomplish the project as described in
these Terms and Conditions.
Colorado Terms and Conditions — FINAL 1
DEMONSTRATION PROJECT TERMS AND CONDITIONS
COLORADO
SECTION 1: GENERAL
1.0 The Department of Health and Human Services (hereinafter referred to as "the
Department") will grant waivers to the State of Colorado (hereinafter referred to as "the
State") under Section 1130 of the Social Security Act (hereinafter referred to as "the
Act") to operate a demonstration project (hereinafter referred to as "the demonstration")
as set forth in these Demonstration Project Terms and Conditions. The Department
reserves the right, in its sole discretion, to withdraw approval of this demonstration
project, including withdrawal of any and all waivers granted by the Department at such
time(s) that the Department determines that the State has materially failed to meet the
requirements as set forth in these Demonstration Project Terms and Conditions. The
State also retains the right to terminate the demonstration.
1.1 Failure to operate the demonstration as approved and according to Federal and
State statutes and regulations will result in withdrawal of approval of this demonstration
project. The Federal statutes and regulations with which the State must comply in the
operation of the demonstration include civil rights statutes and regulations that prohibit
discrimination on the basis of race, color, national origin, disability, sex, age, and
religion, including title VI of the Civil Rights Act of 1964, Section 504 of the
Rehabilitation Act of 1973, the Age Discrimination Act of 1975, title II of the Americans
with Disabilities Act, the nondiscrimination provisions of the Omnibus Budget
Reconciliation Act of 1981, and the Multiethnic Placement Act as amended. After the
demonstration is approved, the Department reserves the right to withdraw approval if
agreement cannot be reached on any item(s) cited in this document as needing approval
by the Department. The State also has the same right.
1.2 The Department may terminate the State's authority to conduct a demonstration project
if, after the three-year period following approval of these Terms and Conditions, the State
has not made significant progress in implementing the child welfare program
improvement policies proposed by the State in its application to conduct a demonstration,
and as described in section 1130(a)(3)(C) of the Act (see also Section 2.3).
1.3 If Federal or State statutes or regulations that would have a major effect on the design and
impacts of this demonstration are enacted, or if any deficiencies or serious problems in
implementation of these Terms and Conditions are noted by the Department, the
Department and the State will reassess the overall demonstration and develop a mutually
agreed -upon strategy for dealing with the demonstration in the context of such changes.
If such a mutually agreed -upon strategy cannot be developed, the Department reserves
the right, in its sole discretion, to withdraw approval at such time(s) as the Department
determines.
Colorado Terms and Conditions — FINAL 2
1.4 All provisions of the Act not waived remain in effect.
1.5 The demonstration provisions will be implemented no earlier than April 1, 2013, and no
later than October 1, 2013. The implementation date of the demonstration shall be the
first day on which the State offers services, subsidies, or other supports under the
provisions of these Demonstration Project Terms and Conditions to participating
children, caregivers, or other targeted individuals. For cost -neutrality purposes, the
demonstration shall be deemed to begin on the first day of the calendar quarter
(hereinafter "quarter"), which includes the implementation date, but for the purpose of
calculating costs for the initial quarter of the demonstration, only costs incurred
beginning with the month that includes the implementation date will be counted. The
demonstration shall end no later than the last day of the 20th quarter ending after the
deemed beginning date. The demonstration provisions shall be as specified in Sections 2
and 3. Waivers necessary for the demonstration are approved upon acceptance by the
Department and the State of these Demonstration Project Terms and Conditions. They
will become effective as of the implementation date and will remain in effect until the
last day of the 20th quarter ending after the deemed beginning date, unless the
demonstration is terminated earlier. The State's project demonstration period may not
exceed a maximum of five total years under the provisions of the Act, unless in the
judgment of the Secretary, the demonstration project shall be allowed to continue.
1.6 Federal approval of these Demonstration Project Terms and Conditions shall not be
construed to establish any precedent that the Department will follow in the approval of
any subsequent request for Terms and Conditions.
1.7 Nothing in these Terms and Conditions shall create eligibility for any child or family for
any Federal program or entitlement for which that child or family would not otherwise be
entitled, except that title IV -E funds may be expended, according to the provisions of
these Terms and Conditions, for persons who would not be eligible for title IV -E funds in
the absence of the demonstration. Receipt of services reimbursable under title XIX but
provided under these Terms and Conditions for children and families who are not eligible
under title IV -E does not constitute eligibility for Medicaid. Children under this
demonstration who are determined to be eligible under title IV -E will retain that
eligibility through the duration of the demonstration project, so that such children will
remain eligible for Medicaid, title IV -E Adoption Assistance, title IV -E Foster Care, and
title IV -E Guardianship Assistance Program, if applicable.
Colorado Terms and Conditions — FINAL 3
SECTION 2: IMPLEMENTATION
2.0 Under these Demonstration Project Terms and Conditions, the State is authorized to
implement a demonstration project that seeks to integrate current systemic child
welfare reforms and innovative practices through the use of strategies to increase
family engagement and address the assessment and treatment of childhood trauma.
The State's demonstration will focus on accomplishing the following goal(s):
• Increase permanency for all infants, children, and youth by reducing the time in foster
placements when possible and promoting a successful transition to adulthood for
older youth.
• Increase positive outcomes for infants, children, youth, and families in their homes
and communities, including tribal communities, and improve the safety and well-
being of infants, children, and youth.
• Prevent child abuse and neglect and the re-entry of infants, children, and youth into
foster care.
The demonstration will be implemented in up to 64 counties in the State; however,
each county will implement some or all service interventions in varying stages
during the demonstration time period. The demonstration's target population will
include all title IV -E eligible and non -IV -E eligible children with screened -in reports
of abuse or neglect and those already receiving services through an open child
welfare case during the demonstration period regardless of custody status. Once the
demonstration is fully implemented, the State estimates that it may serve up to
101,100 cases (duplicated count) through the six service interventions described in
Section 2.1 below.
The state may choose to implement the demonstration project either by individual
county performance agreements or by a change in State regulation.
2.1 The State's demonstration will include the following three primary service
interventions to be implemented statewide:
• Family Engagement: The State will introduce family engagement precepts and
processes through a combination of training, coaching, and peer mentoring.
Additionally, the State will modify non -safety certification regulations of relative
foster family homes to facilitate the placement of children with relatives when
out -of -home placement is necessary.
• Trauma -Informed Child Assessment: The State will supplement existing
assessment processes and instruments with standardized tools that are geared
specifically toward children who have experienced trauma. The following
assessment tools will be evaluated to determine the best tool for use by
Colorado's county departments and behavioral health organizations and may
Colorado Terms and Conditions — FINAL
include but are not limited to:
• Child Observation Record
• Battelle Development Inventory
• Ages and Stages Questionnaire
• Child Development Inventory
• Behavioral and Emotional Rating Scale
• Clinical Assessment Package for Assessing Clients' Risk and Strengths
• Social Skills Rating System
• Child and Adolescent Adaptive Functioning Scale
• 4-D Strengths -Based Assessment Tools for Youth in Care
■ Family, Friends, and Self Form
Colorado Behavioral Health Organizations (BHOs) and/or local child welfare
service agencies may be engaged to conduct the trauma -informed assessments.
The final selection of trauma -informed assessment tools, and the timeline for
implementing them, will be specified in the State's Final Design and
Implementation Report (Section 2.4).
• Trauma -Focused Behavioral Health Treatments: Counties and behavioral
health organizations will increase the use of behavioral health treatments that
have been shown to be effective with children who have experienced trauma
through contracts with local human service providers and/or through their
expanded utilization by BHOs. The treatment interventions (organized by
category below) will be evaluated to determine the best tool to meet local need
and may include, but are not limited, to:
• General Case Management: Family Connections and Solution -Based
Casework
■ Trauma and Anxiety: Eye Movement Desensitization & Reprocessing,
Trauma -Focused Cognitive Behavioral Therapy, and Coping Cat
• Therapeutic Interventions: Multidimensional Family Therapy, Multi -
systemic Therapy, and Multidimensional Treatment Foster Care
• Substance Abuse (adults): Motivational Interviewing
• Depression (adults): Cognitive Therapy and Interpersonal
Psychotherapy
• Parent Training: The Incredible Years, Parent Management Training,
Parent -Child Interaction Therapy, and Positive Parent Program (Triple
P)
The final selection of trauma -focused behavioral health treatments, and the timeline
for implementing them, will be specified in the State's Final Design and
Implementation Report (Section 2.4).
In addition to the three primary service interventions noted above, the State will
assist individual counties in identifying additional interventions to be implemented
Colorado Terms and Conditions — FINAL
based on the specific needs and circumstances of the county. Additional service
interventions that may be implemented by counties include:
• Permanency Roundtables: Expansion of Casey Family Program's existing
Permanency Roundtable initiative to counties that do not directly participate in
the initiative, and that make substantial use of congregate care and other
planned permanent living arrangements for children in out -of -home placement.
• Kinship Supports: Establishment of support groups and referral networks,
combined with the provision of discretionary funds for time -limited supports
and services, to assist non -licensed kin foster caregivers.
• Market Segmentation: Development of a tool to assist in the identification and
recruitment of foster and adoptive parents.
The specific counties that will implement each of these supplemental service
interventions, and the timeline for implementing them, will be based upon counties'
readiness to implement, driven by local need, and specified in the State's Final
Design and Implementation Report (Section 2.4).
2.2 The State shall comply with the following general provisions over the full teen of the
demonstration project. The State will, or where appropriate, will ensure that
caseworkers, supervisors, and contracted service providers:
a. Work closely with the evaluator to maintain the integrity of the evaluation.
b. Develop and deliver services to meet the individual needs of each child and
family.
c. Ensure that any services being provided to a child or family member at the time
the demonstration ends will be completed.
d. Ensure the confidentiality of the information collected on the children and
families under the demonstration.
e. Ensure that the rights of children and their families are protected, and that the
safety of the children is a paramount concern of the demonstration project.
f. Ensure that title IV -E eligibility determinations are made for all children who are
involved in the demonstration project, throughout the life of the demonstration
project, to ensure that eligible children retain their eligibility after the
demonstration ends.
g. Bear any costs that exceed the amount of Federal funds provided for the
demonstration.
Colorado Terms and Conditions — FINAL 6
h Ensure that the State is organizationally and legally prepared for all aspects of
demonstration project implementation.
i. Ensure that a conventional title IV -E program is maintained for those children and
families that are not designated to receive demonstration services, and that these
children and families continue to receive services that are consistent with the
"traditional services" available to such children and families in the State at the
time the demonstration begins.
J.
Ensure that all applicable provisions of the Act apply to all demonstration
components except for those provisions that are explicitly waived above.
k. Ensure that children who are eligible for the Medicaid program will retain their
eligibility for a full range of Medicaid services under the demonstration.
1. Ensure that any "savings" resulting from the demonstration, whether they are
savings to the Federal government, to the State, or to a county or to another
jurisdiction within the State, will be used for the further provision of child welfare
services. For the purposes of this provision, "savings" means any amount that
would have been expended for conventional title IV -E purposes in the absence of
this demonstration; or that could have been expended under title IV -B of the Act.
m. Ensure that the State annually will provide an accounting of any additional
Federal, State, tribal, and local investments made, as well as any private
investments made in coordination with the State, to provide the service
intervention(s) that the applicant intends to undertake through the
demonstration (see Section 5.6).
n. Ensure that in each year throughout the duration of this demonstration the
appropriate State official(s) and evaluators will attend and participate in an annual
meeting of the Child Welfare Demonstration States in the Washington, D.C. area.
o. For the duration of the demonstration project, assure that the State shall provide
health insurance coverage to any child with special needs (as determined under
Sec. 473(C) of the Act) for whom there is in effect an adoption assistance
agreement between the State and an adoptive parent or parents.
2.3 The State shall provide assurance of how the State has implemented, or plans to
implement within three years of the date on which it submits its application the following
child welfare program improvement policies:
• Address Health and Mental Health Needs of Children in Foster Care: The
development and implementation of a plan for meeting the physical and mental
health needs of infants, children, and youth in foster care that ensures that the
provision of such care is child -specific, comprehensive, appropriate, and
consistent (through such means as ensuring that the child has a medical home,
Colorado Terms and Conditions — FINAL 7
regular wellness medical visits, and addressing the issue of trauma, when
appropriate).
• Limiting the Use of Congregate Care: The development and implementation of
a plan that ensures congregate care is used appropriately and reduces the
placement of children and youth in such care.
2.4 Within 90 days following acceptance of these Terms and Conditions, the State will
Submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions (see Section 5.2). These reports will include information about program
design and implementation. Report sections regarding implementation will include:
• A Final Work Plan, outlining the key tasks, reporting requirements, and timelines
throughout the course of the demonstration;
• A phase -down plan for the demonstration so that case plans for children and their
families can be adjusted, if necessary, for the post -demonstration portion of their
placement (See Section 6.1);
• The detailed protocol or set of policies that will guide decisions about which families
or children are to be selected to participate in the demonstration, how the selection
will be made, and how the suitability of services will be determined;
• Standards of quality and safety and practice requirements identified by the State to be
incorporated into any agreements with public and private providers that are expected
to provide support and services; and
• The status of evaluation activities, including efforts to engage a third -party evaluator.
The demonstration project will be reviewed periodically by the Department to ensure that
the demonstration activities are consistent with the purposes of titles IV -B and IV -E of
the Act and these Terms and Conditions in providing child welfare services, including an
assurance of the safety of the children and families involved. The review is intended to
ensure that benefit eligibility will not be impaired and that improved outcomes for the
children and families will result. Any proposed amendment to these Terms and
Conditions is subject to prior approval by the Department.
Colorado Terms and Conditions — FINAL 8
SECTION 3: EVALUATION
3.0 The State will conduct an evaluation of the use of title 1V -E funds to test the hypothesis
that the flexible use of title IV -E funds to provide family engagement services,
trauma -informed child assessments, and trauma -focused behavioral health
treatments, as appropriate, will result in improved safety, permanency, and well-
being for children. The evaluation will consist of three components: A process
evaluation, an outcome evaluation, and a cost analysis.
The State is required to engage a third party to conduct an evaluation of the
demonstration program. The evaluator shall be an independent organization that is not
affiliated with state or local government, except that state universities may be engaged to
conduct the evaluation. The evaluator shall be responsible for the development of the
final evaluation design within the basic evaluation parameters outlined below. The
evaluator shall develop a research design and sampling plan; develop and execute the
data collection and analysis plans; and prepare interim and final reports.
3.1 Evaluation Design: The State's evaluation will involve a matched case comparison
design and a time -series analysis. The matched case comparison design will
examine changes in outcomes for children receiving one or more interventions
implemented at the beginning of or early in the demonstration period compared to
similar children in counties that implemented these interventions later in the
demonstration period. The time series analysis will examine changes over time in
key measures of child safety and permanency. To the extent possible, the State's
analysis of process and outcome findings will be based on case -level data from the
State's child welfare information systems, case records, and other data sources as
appropriate.
Additionally, the State's process and outcome evaluation will include an analysis of
the modification of State non -safety certification regulations for relative foster
family homes on child safety outcomes which will include, but are not limited to,
allegations of abuse in relative foster family homes. The State will also examine the
differences in outcomes for children placed in relative foster family homes as they
compare to those in traditional foster family homes. These outcomes will be
regularly monitored by the State's Administrative Review Division and reported in
the State's progress reports (Section 5.3) and interim and final evaluation reports
(Sections 5.7 and 5.8).
Additional details of the final evaluation design will be determined in consultation
with the Department and the State's third -party evaluation contractor and
described in the State's evaluation plan (Section 3.5).
Throughout the evaluation, the State will apprise the Department of any difficulties
encountered in achieving the estimated sample sizes for the project, and in consultation
with the outside evaluator will determine if such difficulties will affect the State's ability
to identify statistically significant differences in key demonstration outcomes. The State
Colorado Terms and Conditions — FINAL 9
will notify the Department as soon as any serious problems are noted. Semi-annual
progress reports (see Section 5.4) will include an update on the sample sizes and progress
toward meeting the targeted sizes.
Cases will maintain their assigned status for the full period of the demonstration.
Modifications to the sampling plan may be proposed to the Department for approval if
the sample sizes for the experimental and control groups are such that the number of
clients in each group will provide adequate statistical power to detect differences in
outcomes of interest between the two groups.
3.2 Process Evaluation: The evaluation will include interim and final process analyses that
describe how the demonstration was implemented and that identify how demonstration
services differ from services available prior to implementation of the demonstration, or
from services available to children and families that are not designated to receive
demonstration services. The analysis will include a logic model that describes the
demonstration's objectives, the services or other interventions provided, and the way the
intervention is linked to measurable outcomes. In addition, the process analysis will
examine, at a minimum, the following:
• The planning process for the demonstration including whether any formal needs
assessment, asset mapping, or assessment of community readiness was conducted;
• The organizational aspects of the demonstration, such as staff structure, funding
committed, administrative structures, and project implementation, including ongoing
monitoring, oversight, and problem resolution at various organization levels;
• The number and type of staff involved in implementation, including the training they
received, as well as their experience, education and characteristics;
The service delivery system, including procedures for determining eligibility,
referring subjects for services, the array of services available, the number of
children/families served and the type and duration of services provided;
• The role of the courts in the demonstration and the relationship between the child
welfare agency and court system, including any efforts to jointly plan and implement
the demonstration;
• Contextual factors, such as the social, economic and political forces that may have a
bearing on the replicability of the intervention or influence the implementation or
effectiveness of the demonstration. This discussion will note any possible
confounding effects of changes in these systems, or changes resulting from other
demonstrations or reforms that were implemented during the title IV -E
demonstration;
Colorado Terms and Conditions — FINAL 10
• The degree to which demonstration programs and services are implemented with
fidelity to their intended service models; and
• The barriers encountered during implementation, the steps taken to address these
barriers, and any lessons learned during implementation.
For each of the factors described above, the process analysis will note any differences, as
appropriate for the State's evaluation design, in implementation before and after the start
of the demonstration, among participating counties or other administrative units, or
between the experimental and control/comparison groups.
3.3 Outcome Evaluation: The State's outcome evaluation will address, at a minimum,
changes in the following outcomes:
• Caregiver knowledge and capacity.
• Child emotional/behavioral and social functioning.
• Out -of -home placement and re-entry rates (placement avoidance).
• Placement with kin caregivers (both licensed and unlicensed).
• New and repeat allegations of abuse (in relative and non -relative foster family
homes).
• Length of stay in out -of -home care.
• Frequency of changes in placement setting (placement stability).
• Exits to permanency through reunification, guardianship, and adoption.
• Foster care re-entry rates.
• Use of congregate care.
The State is free to propose additional research questions and outcome measures for
inclusion in the evaluation.
The State will collect data to address these questions from the State's automated child
welfare information systems, child welfare agency case records, and additional
information sources as appropriate. The State will work with its evaluation contractor to
identify other appropriate data sources to address the process and outcome measures
described above.
3.4 Cost Study: The cost analysis will examine, at a minimum, the costs of the key elements
of services received by children and families designated to receive demonstration
services and will compare these costs with those of services available prior to the start of
the demonstration, or that were received by the children and families that were not
designated to receive demonstration services. The cost analysis will also include an
examination of the use of key funding sources, including all relevant Federal sources
such as titles IV -A, IV -B, IV -E and XIX of the Act, as well as State and local funds. The
purpose of the analysis will be to compare the costs of services available through the
demonstration with those of services traditionally provided to children and their families.
Where feasible, a cost-effectiveness analysis will be conducted to estimate the costs of
Colorado Terms and Conditions — FINAL 11
each successful outcome achieved through the demonstration. This analysis will be
conducted using one or more of the key outcome measures for which a statistically
significant difference is identified.
3.5 Evaluation Reporting Requirements: The following reports and documents shall be
provided to the Department for review and approval (also noted in Section 5):
• The State will submit to the Department for review a draft of the specifications or
Request for Proposals (RFP) for the agreement to conduct an evaluation of the
demonstration within 60 days after acceptance of these Terms and Conditions. The
draft specifications must detail the objectives of the project, the evaluation design, the
specific tasks to be conducted, the time frames for conducting those tasks, and a
schedule and list of deliverables. The research questions, key variables, data
collection methods, sample sizes and other aspects of the evaluation noted in these
Terms and Conditions will be clearly described.
• The State will submit an evaluation plan to the Department for approval within 120
days after the evaluation contract is awarded. The evaluation plan must present the
underlying logic linking interventions to expected outcomes, the research questions to
be studied, the major variables to be measured, the final sampling plan, the data
sources (including an assessment of the reliability and validity of each source), data
collection procedures, and the major data analyses to be performed. The plan will
describe the comparability of selected time periods and groups on key variables.
• Not later than 60 days after the conclusion of the l00' quarter following the
demonstration's implementation date, the State will submit an interim evaluation
report (see Section 5). The report will include a process analysis of the evaluation to
date and any outcome data available at that time. The report will also include a brief
description of the outcome and cost components of the evaluation planned and note
any issues or problems anticipated in completion of these components. If the findings
are unclear or incomplete, the Department may request revisions and resubmission of
the report.
• Not later than six months after the conclusion of the demonstration (20th quarter), a
final report integrating the process, outcome and cost components of the evaluation
will be submitted. If the findings are unclear or incomplete, the Department may
request revisions and resubmission of the report.
• The State will post copies of the interim and final evaluation reports on the State's
child welfare agency Website (see Section 5.10).
• Not later than six months after the conclusion of the demonstration (20th quarter), the
State will have the evaluation contractor produce and make available public -use data
tapes, including documentation necessary to permit re -analysis of the data gathered
during the course of the evaluation.
Colorado Terms and Conditions — FINAL 12
Public release of any evaluation or monitoring reports required under this agreement will
be made only by the Department or the State. Prior to public release of such reports, the
Department and the State will have at least a 30 -day period for review and approval.
3.6 Program Changes: Additional program changes that are not applied equally to
experimental and control/comparison groups, or that would substantially affect the
evaluation of the demonstration, must be approved by the Department as an amendment
to these Demonstration Project Terms and Conditions.
Colorado Terms and Conditions — FINAL 13
SECTION 4: COST NEUTRALITY
4.0 As required by section 1130(h) of the Act, the amount of Federal funds expended for this
project may not exceed the amount of such funds that would be expended by the State
under the State plans approved under parts B and E of title IV if the demonstration
project were not conducted. Therefore, except for costs of evaluating and developing this
project (as specified in Sections 4.4 and 4.5 below), starting with the deemed beginning
date (see Section 1.5) the operation of this demonstration is to be cost -neutral to the
Federal government with respect to maintenance and administrative costs for titles IV -B
and IV -E of the Act.
4.1 Section 4 Terms:
Costs. All references made to costs (unless otherwise specifically noted) consist of
total computable (gross) costs. The Federal share of demonstration project costs
will be computed using the matching rate applicable to the funding category.
Maintenance Costs. All references made to maintenance costs include title IV -E
allowable foster care maintenance assistance payments (per Section 475(4)(A) of the
Act), and such other costs for cases deemed as title IV -E allowable through a waiver
granted for this demonstration project.
Administrative Costs. All references made to administrative costs include title IV -E
allowable administrative costs (per Federal regulations at 45 CFR 1356.60(c)) and
other costs deemed as title IV -E allowable through a waiver granted for this
demonstration project.
Cumulative. All references made to cumulative in the context of costs will indicate
that costs are to be summed for all quarters from the deemed beginning date
through the quarter in question.
4.2 The total costs of foster care payments, including maintenance and administrative
costs, shall be an amount determined by a base allocation as determined in Section
4.2.1 below plus any annual change factor or exclusions as specified in Section 4.2.2.
The results of this calculation are shown in Section 4.3, Table 1. The aggregate five-
year sum of Federal share payments shall be the cumulative fixed payment that
shall be made to the State. Receipt by the State of payments not greater that the
cumulative fixed payment shall be considered cost neutral to the Federal
government.
At least 90 days prior to implementation, the State shall provide the Department
with a document showing a fixed schedule of payments for the five-year
demonstration period. The State may receive quarterly payments in accordance
with a schedule of quarterly payments the sum of which do not exceed the total
cumulative payments under the demonstration.
Colorado Terms and Conditions — FINAL 14
4.2.1 The foster care base allocation amount to be used for purposes of
establishing a cap to reflect cost neutrality to the Federal government for
demonstration project operations has been determined for each of the
funding categories impacted by the demonstration project through the
following processes:
Source of claims: The base amount is the calculated State Fiscal Year (SFY)
total computable (gross) title IV -E Foster Care claims (including current and
prior quarter adjustments) submitted by Colorado on quarterly reports of
expenditures and estimates (i.e. form ACF-IV-E-1 or CB -496, as applicable)
during the specified time periods for the following cost categories and
adjusted for baseline increases as specified below:
• Foster care maintenance costs: Total computable costs of
$35,943,219. This total is calculated from the average of maintenance
payments claims for SFY 2008-2010.
• Foster care administrative costs (excluding SACWIS, non-SACWIS
child welfare information systems, and training): Total computable
costs of $54,251,490. This total is calculated from the average of
administration claims for SFY 2008-2010 in the following specific
categories of administration: eligibility determinations and case
management.
Application of base allocation: The base amount will be applied separately in
determining annual allocations for maintenance assistance payments and
administration.
4.2.2 The payments for each full FFY during the 5 -year operational period of the
demonstration project shall consist of the base amount adjusted each FFY by
the change factor(s) and the exclusions described in the subsections below.
Thus, payments in the second and subsequent full FFYs of demonstration
operations will equal the amount calculated for the prior FFY plus any
further applicable changes. Payments for demonstration operations during
any partial FFY will be pro -rated proportionally by quarter to reflect the
portion of the FFY when the demonstration project is operational.
4.2.2.1 The annual allocation change factors applied have been
determined by the following process:
a. Maintenance assistance payments: Three year average annual
rate of change in the ratio of total computable maintenance
payment claims to average monthly number of children.
b. Administration: Three year average annual rate of change in total
computable administration claims for the specified categories.
Colorado Terms and Conditions — FINAL 15
4.2.2.2 The foster care costs excluded from the cost neutrality
calculation and thus subject to payment outside of the capped
allocation are as follows:
a. Any allowable foster care administrative costs not previously
identified in Section 4.2.1 will be excluded from the calculation of
the demonstration's capped allocation (see Section 4.3), and will be
reimbursable separately in addition to the amount of the capped
allocation.
b. Any allowable SACWIS or non-SACWIS child welfare
information system development or operational costs will be
excluded from the calculation of the demonstration's capped
allocation (see Section 4.3), and will be reimbursable separately in
addition to the amount of the capped allocation. Costs associated
with the development, maintenance and operation of the State's
SACWIS project will be subject to applicable advance planning
document and approval processes.
c. Any allowable staff/provider or professional partner training costs
will be excluded from the calculation of the demonstration's
capped allocation (see Section 4.3), and will be reimbursable
separately in addition to the amount of the capped allocation.
4.3 Federal title IV -E payments to the State for this demonstration, including
expenditures of any realized savings, will be made for amounts in accordance with
Table 1 (shown below) quarterly based on State estimates of demonstration
expenditures for the next quarter in accordance with the payment schedule (as
determined in Section 4.2 above).
Table 1- Colorado Title IV -E Foster Care Total Computable Demonstration Project Capped Allocation Payments
Demonstration..
Project Funding
Category
Base SFY
Amount
SPY 2013
Allocation
Cap
SPY 201.4
Allocation
Cap
SPY 2015 -
Allocation
Cap
SPY 2016
Allocation
Cap
SPY 2017
Allocation
Cap
SPY 2018
Allocation
Cap
Maintenance
Payments
35,943,219
36,593,888
37,212,120
38,486,500
39,353,687
40,323,825
41,414,040
Administration
54,251,490
55,651,178
56,669,595
57,383,632
58,468,183
59,438,754
60,389,774
All Capped
Categories
90,194,709
92,245,066
93,881,715
95,870,132
97,821,870
99,762,579
101,803,814
Federal title IV -E payments for demonstration operational expenditures will be
made for any quarter beginning in accordance with the dates specified in section 1.5
of these terms and conditions when the demonstration is in operation and for a total
period of no longer than five years (20 quarters) thereafter.
Colorado Terms and Conditions — FINAL 16
Actual expenditures claimed for the demonstration project, including expenditures
of any realized savings, along with estimates in advance of each quarter, will be
identified separately on the ACF quarterly claim form, CB -496. Summary fiscal
information on the results of the project must be reported in Part 3 as well as other
applicable parts of form CB -496. These estimates and claims relating to the
demonstration will be subject to review and deferral or adjustment according to the
normal procedures for reviewing title IV -E estimates and paying title IV -E claims.
All other title IV -E claims that are not related to this demonstration will continue to
be filed in accordance with current quarterly claiming requirements for payments
for allowable cost. The State must examine its cost allocation plan to determine
whether any of the components will affect the calculation of or claiming for any
administrative costs under title IV -E, and if so the State must submit an amendment
to the cost allocation plan prior to the implementation date to address any such
effects appropriately.
4.4 Developmental Costs. Developmental costs are the expenses the State incurs to establish
the demonstration prior to the project's implementation. These costs are excluded from
the cost -neutrality calculation. For activities undertaken prior to the implementation date
specified in Section 1.5 above, the Federal government will match the approved
administrative costs related to development of the demonstration project (otherwise
called developmental costs) at the applicable matching rate without application of cost
allocation. Such costs can begin with the preparation of the State's proposal and may
also include automated systems development and changes, policy or procedures
development, and staff training. Developmental costs do not include costs for activities
performed on or after the deemed start date of project operations. No later than 30 days
after the State formally accepts these Terms and Conditions, the State will submit a plan,
for approval by the Department, designating which administrative costs will be treated as
developmental costs for purposes of this section (see Section 5.0). This section is not
intended to supersede other requirements for Federal approval for administrative costs of
the programs involved in the demonstration.
4.5 Evaluation Costs. Evaluation costs are expenses incurred by the external evaluator as
well as those incurred by the State that are directly related to the evaluation effort. These
costs are excluded from cost -neutrality calculation. Evaluation costs begin with the first
evaluation planning activities and continue until the final evaluation report is submitted.
Such costs will encompass all costs necessary to carry out the approved evaluation plan,
including costs for evaluation activities carried out by State and local agencies as well as
those carried out by the evaluation contractor. The costs of approved evaluation activities
may be charged to title IV -E administrative costs without cost allocation so that the State
may claim a MI 50 percent of these costs as title IV -E administrative costs. The State
shall address any changes needed to implement this provision through submission of
appropriate amendments to its approved State cost allocation plans. Costs of evaluation
that arise from the demonstration project(s) approved under these Terms and Conditions
may be claimed for a reasonable period of time after the expiration of the period of this
demonstration (Section 1.5) so long as the costs are for activities required by the
evaluation plan(s) approved by the Department and are otherwise allowable and
Colorado Terms and Conditions — FINAL 17
reasonable. Evaluation components not approved by the Department will not qualify for
Federal matching funds.
Colorado Terms and Conditions — FINAL 18
SECTION 5: MONITORING
The State will send all reports required in this section to the Children's Bureau, the Regional
ACF Office, and the evaluation technical assistance contractor for this initiative.
5.0 The State must submit a plan, for approval by the Department, designating which
administrative costs will be treated as developmental costs (see Section 4.4) no later than
30 days after accepting these Terms and Conditions.
5.1 Within 60 days of acceptance of these Terms and Conditions, the State will submit to the
Department a draft of the specifications or Request for Proposal (RFP) and evaluation
specifications for review.
5.2 Within 90 days following acceptance of these Terms and Conditions, the State will
submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions (see Section 2.4 for detailed elements of the reports).
5.3 The State shall submit quarterly progress reports beginning 90 days after the acceptance
of these Terms and Conditions and continuing until implementation. The Preliminary
Design and Implementation Report will serve as the first quarterly report. All
subsequent reports are due no later than 30 days after the conclusion of each quarterly
period and will include a basic update on the status of each activity or task identified in
the Implementation Report. The report will also identify any problems encountered that
may have an impact on the design or anticipated implementation schedule. Suggestions
for resolving these problems will be provided for the Department's review and approval.
5.4 Once implementation has begun, semi-annual progress reports will be required
throughout the project period summarizing project and evaluation activities and
accomplishments during the reporting period as well as interim findings from the
evaluation, if available. The semi-annual monitoring reports shall indicate issues or
problems and resolutions regarding the implementation of the demonstration or
evaluation as approved, including updates on the resolution of any significant problems
identified in the implementation report. The State will address its progress toward
implementing the Child Welfare Program Improvement Policies as described in Section
2.3. These reports are due no later than 30 days after the conclusion of each reporting
period.
5.5 The State will submit an evaluation plan to the Department for approval within 90 days
after the evaluation contract is awarded (Section 3.5). The evaluation plan must be
approved by the Department prior to implementation.
5.6 The State will submit an annual accounting during the demonstration project period of all
investments, public or private, made in coordination with the State to provide services
under the proposed demonstration project.
Colorado Terms and Conditions - FINAL 19
5.7 The State will submit an Interim Evaluation Report 60 days after the conclusion of the
10th quarter following the demonstration's implementation date (Section 3.5).
Additional reports may be proposed by the State and, subject to approval by the
Department, may be considered allowable components of the evaluation of the
demonstration.
5.8 The State will submit a Final Evaluation Report six months after the project ends,
integrating the process study, the outcomes study, and the cost analysis (Section 3.5).
5.9 The State will post copies of the interim and final evaluation reports on the State's child
welfare agency Website (see Section 3.5).
5.10 The State will submit, or have the evaluation contractor produce and make available,
public -use data tapes, including documentation necessary to permit re -analysis of the data
gathered during the course of the evaluation, six months after the project ends (Section
3.5).
Colorado Terms and Conditions — FINAL 20
SECTION 6: TERMINATION PROCEDURES
6.0 Federal financial participation in demonstration activities requiring waivers will not be
provided beyond the period approved by the Department.
6.1 As part of the Preliminary Design and Implementation Report and the Final Design and
Implementation Report (Section 2.4), the State will submit for the Department's approval
a plan to phase down and end the demonstration to ensure that there are no
demonstration -related Federal costs incurred beyond the period approved by the
Department. All activities requiring Department approval must cease on the date decided
by the Department if the project is terminated prior to the end of the 20th quarter after the
deemed beginning date of the demonstration.
Approval: Acceptance:
uels
ssioner
inistration on Children, Youth
and Families
Reggie Bicha
Executive Director
Colorado Department of
Human Services
Date Date
Colorado Terms and Conditions — FINAL 21
COLORADO
Title IV -E Waiver Demonstration
Application
The State's (DCHS/DCWS) responsibility in terms of the title IV -E waiver demonstration:
• Submit a draft design and implementation report to ACF and a final design and implementation report
for approval prior to implementation of the demonstration
• Regular progress reports to ACF
• Work with county departments to design core components for the Family Engagement model and
Kinship Supports
• Hold county departments accountable to implement all demonstration models with fidelity
• Work with county departments when issues arise on fidelity, models, trained facilitators, etc.
•
Have state program staff available to assist county departments
• Regular contact with each county department involved with the waiver demonstration through
convenings, e -mails, meetings at the county, etc.
•
CDHS/DCWS, the Waiver Oversight Group and the evaluation team will work closely with committees
of county staff to remedy issues as they arise
County department's responsibility in terms of the title IV -E waiver demonstration:
• Submit an Application and Readiness Assessment to the State and other supporting documentation on
ability to implement one or more interventions beginning July I, 2013
• Letter of Intent submitted
• Complete a Memorandum of Understanding (MOU) with the State regarding terms and conditions of
their implementation of intervention implementation
• Apprise CDHS/DCWS of issues and barriers as they arise
• Document data and information in Trails and in the County Financial Management System.
• Cooperate with the HSRI Evaluation Team to collect data on outcomes of interventions and other
needed information
• Use a trained facilitator for family meetings and Permanency Roundtables
• Implement waiver interventions with fidelity to the models in use
• Work with the CDHS/DCWS, the Waiver Oversight Group and the evaluation team.
Please respond to the following when submitting an application:
1. County Name: Weld County Department of Human Services
If this is a regional application, please specify lead county and all counties.
2. Date: 5-28-13
4/29/2013, Waiver Application
Page 1
3. Primary Contact (e-mail and phone): Judy Griego, 970-352-1551 ext. 6510, griegoja@weld.gov
4. Management Plan for Waiver implementation:
• Who will be leading the work of this waiver? Include name, position and contact information:
o Heather Walker, Child Welfare Director, 970-352-1551 ext 6218, walkerhd@weld.gov
• Who will serve on the management team responsible for waiver implementation? Include names,
positions, specific areas of responsibility:
o Gabrielle Brighton, Child Welfare Administrator, will oversee the permanency
implementation process of the Family Engagement and the Permanency Roundtables
Interventions.
o Veronica Cavazos, Utilization Manager II, will oversee the implementation of the Kinship
Supports Intervention.
• Describe the team's mission, tasks, and meeting frequency. Has the team already met, e.g. to prepare
this application?
o The team has met frequently and has utilized the Colorado Practice Model via the Quality
Practice Team process for developing procedures and goals for Family Engagement and
Family Finding. Please see attached power point to see the mission and tasks and how it has
all come together. We have discovered that in Weld County, Family Engagement,
Permanency Roundtables, and Kinship Supports all work together for the best outcomes for
children, youth and families. One can truly not do one without the other. The Quality
Practice Team is ongoing and each member has tasks they must complete which coincide
with the goals of the IV -E waiver. In addition to QPT, information from other studies, input
from family members, administration and staff have been used to advise the team during the
application development process.
4. Waiver Interventions:
• What title IV -E waiver intervention(s) are you applying for?
1. Family Engagement Funding Amount Requested $443,850
2. Permanency Roundtables Funding Amount Requested $176,850
3. Kinship Supports Funding Amount Requested $279,300
• Is the county willing to commit staff to serve on an implementation committee, to discuss issues that
arise in putting in place particular interventions or in overall implementing the flexible funding
approach? Yes, the County is willing to support the implementation committee through staff; advisory
staff and direct input.
• Questions related to each intervention:
1. Family Engagement:
• Are you building on an existing practice? Yes/No
• If yes, name and briefly describe your practice:
4/29/2013, Waiver Application
Page 2
Weld County Child Welfare Division began a pilot for Family Engagement in August of
2012. The pilot started with 2 existing Child Welfare staff who took on additional family
engagement duties in addition to their current work. During the pilot the Division was able
to determine the number of staff needed to fully implement the Volume 7 rule and the most
successful structure for engaging the family. Half way through the process Weld County
Division of Child Welfare hired a part time Family Facilitator paid through Core services
to assist with the implementation and evaluation of the pilot. The Family Engagement
Process was sent through the Quality Practice Team via the Colorado Practice Model and
the results uncovered the need to develop a separate unit dedicated to the Family
Engagement process. This process should truly make a significant impact on our
permanency numbers on the scorecard.
• What modifications do you anticipate needing to make in your existing practice to assure it is
consistent with the waiver intervention components?
1) Create a Family Engagement Unit under the direct supervision of a Family Engagement
Manager II reporting to a new Resource Manager III.
2) Relocate and/or add additional staff to the Unit. The staff needed: 1 Family Engagement
Manager, 2 Family Engagement Facilitators, 1 Family Services Coordinator, 1 Family
Services Support Clerk, and 1 Family Finder.
Research and experience from the pilot shows that engaging families early on prevents
removal or allows for return home more quickly. Early engagement and the
identification of barriers or needs of a family and the upfront load of services resulted in
either no out of home placement or a shortened length of stay in foster or kin care during
the pilot. This pilot also proved that early activity with the family finder allowed
extended family members to be located and identified for placement as opposed to county
foster homes or out of home care, thus involving Kinship placement and the need for
more support of kin.
The pilot also supports the modification of non -safety certification regulations of relative
foster family homes. The practice of ensuring the provision of care is child specific,
comprehensive, appropriate and consistent. During these meetings, whether they are
TDM for placement or Family Engagement Meetings, the need for a medical home will
be discussed and found as well as all educational and mental health concerns. The
practice of coordinating and approving services all in one meeting or setting is currently
in place, but further modification and development of process will be conducted when the
Unit is fully staffed and functional.
4/29/2013, Waiver Application
Page 3
• What preparation does your existing staff have to ready them to implement this intervention?
• Training on specific family engagement model?
• The 3 staff members involved in the pilot have attended TDM training and
State Family Engagement trainings. They each have also completed
approximately 50 plus of these meetings each.
■ Experience providing the intervention?
• The three facilitators have each facilitated 50 plus of these meetings.
• Anticipated resource needs:
Additional staff needed to implement interventions? There is a need for a Family
Engagement Manager II to lead the Family Engagement Unit and an additional full time
facilitator. The other staff that would be reallocated to this Unit, 1 Family Engagement Manager, 2
Family Engagement Facilitators, 1 Family Services Coordinator, 1 Family Services Support Clerk,
and 1 Family Finder.
o Purchasing training materials? There may be a need to purchase or develop specific
training material used for training and orienting future staff.
o Receiving staff training? How to engage families is a training need for all staff. Training
of more facilitators is a need. A specific "Family Finding" training asked for within this
application is another need.
o Leasing new/additional space? We will be working with Churches and other non -profits to
utilize community space in addition to existing conference rooms and locations within the
Department and the Parenting Education Center. All of which is non -financial.
• Anticipated barriers: Beyond the resource needs discussed above, what barriers do you
anticipate in implementing this intervention?
o Currently the staff buy -in has been hit and miss with the process since it is a new
process. By expanding the program and making it a more viable and valid
program staff should see the positive outcomes and become more involved and
participatory.
o Also, we haven't been able to do training for our community partners due to lack
of staff resources. With the program just beginning there are also some barriers
with the court involvement and support. With the addition of more staff and
resources we will be able to provide training on the Family Engagement process
and benefit to the community.
o The barriers of lack of staff, phone conferencing and training of all staff during
the pilot has prevented our ability to attain our goal of fewer out of home
placements by engaging family in their plans and in theft children's lives. The
barrier of getting family to the table with theft supports is a concern for us and
we are not sure how to solve this at this time. We acknowledge that providing';
the family with support and tools during the meetings is important. The ability
to print the notes from the meeting and have all participants sign at the end of
4/29/2013, Waiver Application Page 4
the meeting and provide copies for all parties will help ensure that
communication is clear and immediate.
o Training for all court involved professionals on the Family Engagement process
will help to break down the negative perception barriers. The ability to use
Trails data to obtain the true count of how many families, children and youth are
being sewed will be helpful in analyzing the process and the qualitative data can
be used for future planning and to identify areas of need.
• How much money is needed to implement family engagement and how will the funds be used?
The finds will be used to hire new staff, train all new and existing staff and for additional
technical and support resources needed to expand are outlined on the attached spreadsheet.
• County's Trails data indicating the number of children, youth, and families expected to be sewed
by family engagement and how it is expected to impact the county and families? Based on
number of cases in Trails in = • County and an average of required meeting times per case,
there would be approximate) i 6 t eetings held each month. These could be Family
Engagement Meetings or TD ' r PRT meetings depending on the needs of the family.
• Access to a trained facilitator? YES
o On staff, ability to hire, work within a regional model or unknown at this time? We
currently have three staff trained in TDM and facilitating Family Engagement Meetings.
We also have other staff interested that could fill in if needed for the current and future
staff.
2. Permanency Roundtables:
• Are you building on an existing practice? Yes/No
o If yes, name and briefly describe your practice:
o What modifications do you anticipate needing to make in your existing practice to assure it
is consistent with the waiver intervention components? Training and technical assistance
will be needed to insure that we are adhering to the integrity of the model. We currently
have a Permanency Review Team that reviews identified youth for the Roundtables as a
foundation to build upon and prepare for implementation of the model. This team will be
modified and a Permanency Transition Specialist position will be created and become part
of this design team. The Permanency Transition Specialist position will be consulting with
caseworkers and working collaboratively with them and other related staff on the
preparation of youth for Roundtables and permanency. The Pizuianency Transition
Specialist will follow up on and provide over site of permanency options and connections
identified as a result of the Roundtable.
• What preparation does your existing staff have to ready them to implement this intervention?
Training on specific family engagement model? Staff was trained in house by Casey Family
Services on Permanency Roundtables in 2010. In addition, some staff have had the TDM
training and How to Engage Families trainings offered by the state.
4/29/2013, Waiver Application
Page 5
Experience providing the intervention? Staff attempted to implement Permanency
Roundtables in 2010, however, the integrity of the model was compromised and youth
were not included in the meetings. In addition, staff did not embrace the intervention and
very few Roundtables occurred and the practice didn't continue. Although staff have
previous ineffective experience with the intervention, they are now better prepared and
motivated to bring youth to the table thanks to support from Sharen Ford and CDHS who
provided a 2 -day Permanency Training in November 2012 by Amelia Franck Meyer of
Aim Family Services out of Minnesota. This training focused on the importance of
permanency, life-long sustainable connections and youth involvement. Staff is more
energized and eager to begin and actively participate in Permanency Roundtables setting a
strong foundation for future success of the intervention.
• Anticipated resource needs:
o Additional staff needed to implement interventions? A Permanency Transition Specialist
for the Permanency/Adoption Unit and a Master Practitioner who will be part of the Family
Engagement Team are needed to implement the intervention. Trained Facilitator's from
the Family Engagement Unit will also be available as a resource.
o Purchasing training materials? The Colorado Permanency Roundtable How-to Manual has
been provided and available for review without cost.
Receiving staff training? Additional staff not trained when Casey Family was in Weld will
need the training as well as existing staff so there is consistency in the message.
Leasing new/additional space? We will utilize current conference rooms at the Department
and community space at churches and outside community partner agencies.
Anticipated barriers: Beyond the resource needs discussed above, what barriers do you anticipate
in implementing this intervention? By far the most difficult barrier is buy -in from the courts
and GAL's. GAL's want youth they serve to have Emancipation Medicaid and will not seek
out permanency since they will not be eligible for the Medicaid unless they are in placement
the day after they turn 18. GAL's believe that this is the right thing to do so it is imperative the
Courts become educated on this practice.
Foster parents can also be a significant bather when they offer youth a home but not legal
permanency and do not encourage youth to even seek permanency.
Transportation logistics is another barrier to, getting youth physically to the Roundtable. A
number of youth who will participate in the Roundtables are placed outside of the county and
transportation and coordination will be a bather.
Staff perception may be another possible barrier. Most staff were trained by Casey a couple
years ago, but it may be difficult for them to see the benefit to the youth on their workloads
since permanency didn't occur in most situations previously. Additional training and tracking
of outcomes can be used to encourage workers to participate more fully.
• How much money is needed to implement Permanency Roundtables and how will the funds be
used? The funds will be used for new staff, train all new and existing staff and for additional
4/29/2013, Waiver Application
Page 6
technical and support resources needed to implement the process and are outlined in the
attached spreadsheet.
• County's Trails data indicating the number of children, youth, and families expected to
be served through Permanency Roundtables and how it is expected to impact the county
and families? Per Weld County's Trails data there are approximately 80 youth who
will need a PRT to start. We would propose to complete these in phases based on need
or urgency.
• Access to a trained facilitator? YES
o On staff, ability to hire, work within a regional model, or unknown at this time? There are
three trained facilitators on staff and we have the ability to hire additional staff as needed.
• Access to a Master Practitioner? YES
o On staff, ability to hire, work within a regional model, or unknown at this time? There are
Master Practitioners on staff and we have the ability to hire additional staff as needed.
• Access to permanency experts? YES
o On staff, ability to hire, work within a regional model, or unknown at this time? Both on
staff and ability to hire.
• Ability to have an administrator at Roundtable meetings to break down bathers, if necessary?
Yes, with the implementation of the new organization structure. The implementation of PRT
should truly make a significant impact on our permanency outcomes on the scorecard.
3. Kinship Supports:
• Are you building on an existing practice? Yes/No
o If yes, name and briefly describe your practice: Currently we have one staff that is
designated to assist and help kin who are non -licensed. This position is more of a phone
call type of assistant who is able to help answer questions and help with talking kin through
the process. This position writes a quarterly newsletter with helpful hints and resources.
They also keep an updated list for kin of resources and sends when kin are identified.
o What modifications do you anticipate needing to make in your existing practice to assure it
is consistent with the waiver intervention components? The area of most significant need
is for a worker who is impartial approve a home for placement for non -licensed kin.
Workers may desire children be placed in kin care but do not have the time it takes to make
a great assessment of the home environment. They are only able to make a homevisit and
instigate a background check. The worker also does not have time to provide the support a
kin home needs to make the placement successful. Developing a new position that works
in the home with the kin providing support and education is a must. This person would
work closely with the current position which assists kin with the financial and other
resources.
• What preparation does your existing staff have to ready them to implement this intervention?
o Training on specific family engagement model? Most staff are trained on a basic model of
family engagement.
4/29/2013, Waiver Application
Page 7
a Experience providing the intervention? We have some experience in assisting non -licensed
kin through the current kinship support position and because the family engagement
facilitators having been trained on basic kinship support, we have offered some help as
needed to kinship families.
e Anticipated resource needs:
¢� Additional staff needed to implement interventions? We plan to extend the Kinship and
Foster unit by adding a dedicated Kinship Care Coordinator position and a Resource
Manager III position. The other existing kinship related position would be restructured to a
full time Kinship Resource Specialist position.
O Purchasing training materials? Researching the best tools to educate kinship would be a
training material need.
s Receiving staff training? All staff would be trained on how to engage kin and how best to
support them.
G1 Leasing new/additional space? We would utilize existing space.
*Anticipated barriers: Beyond the resource needs discussed above, what barriers do you
anticipate in implementing this intervention? The court would need to be involved in the
training so there is an understanding of the needs of kin and how to best engage them. The
GAL's are not always supportive of kin placements due to the family issues. Helping the court
system understand what supports Weld Child Welfare, as a department can truly implement to
help ensure safety of children. All staff would need to be trained on how the process for how
kin are supported, educated and engaged. If staff don't fully understand how kin can be
successful if provided the best supports, this will be a barrier for the permanency of all
children.
• How much money is needed to implement family engagement and how will the funds be used?
The funds will be used for new staff; training and resources.
• County's Trails data indicating the number of children, youth, and families expected to be sewed
by kinship supports and how it is expected to impact the county and families? According to
Trails, Weld has approximately 100 non -licensed kin placements.
• Which of the full list of services and supports can be implemented by July 1, 2013 and which
ones will take longer (please refer to the Kinship Supports list in the Readiness Assessment)?
Once new staff are hired and trained the full list will be implemented by July 1, 2013. Weld
County currently has a strong foundation for providing the basic financial assistance to kinship
families. Additional resources and supports for kin may take longer to implement and will
provide additional assistance with the long term goals of safety, permanency and well-being of
children and youth. Why? Weld County has a good base to start with and could begin to
implement change as of July 1. The hiring and training of staff may take a while longer to
complete.
5. Community Partners: Rate each of your major community partners on their knowledge of and support for
the waiver in your county on a scale of 1-5 with 1 being least knowledgeable, supportive, etc. Use additional
columns to add other major partners in your county.
4/29/2013, Waiver Application Page 8
Court
Behavioral
School
Health
S_ ystem
Understanding of
Colorado's waiver?
3
5
2
Understanding of the
implications of waiver for
the partner?
3
5
2
Willingness to work with
county on waiver
implementation?
5
5
5
Commitment of staff to
waiver -related tasks and
interventions?
5
5
3
Any special interests or
commitments?
5
5
3
• Briefly describe the county's initial plans for increasing/solidifying support and engagement by
community partners.
o All Community partners will be educated on the structure of programs implemented through the
waiver with a combined training led by the State Department of Human Services and Weld
County Department of Human Services.
o Community partners will be invited and encouraged to participate in this project. All foster
parents, kin, the voice of youth and the family, non-profit providers and core services providers
will be encouraged to participate.
o The Department anticipates working with DYC and other community partners that utilize the
TDM model and plan joint trainings to improve knowledge of facilitators across the county.
o Further Asset Mapping will be organized with multiple stakeholders to identify additional
partners that would benefit the community.
6. Systems: For each of the following initiatives describe briefly how the county envisions the
connections/complen3entarities between the Title IV -E Waiver Demonstration and the initiative. If your
county does not yet participate in the initiative and does not plan to do so during the waiver period, write
NA.
4/29/2013, Waiver Application
Page 9
• Trauma -Informed Systems of Care
o Weld is a Systems of Care grantee and has chosen to focus on the youth who have specific
diagnosis within the school system through an IEP. The mental health center in collaboration
with the schools and the Department of Human Services has worked together to begin to
implement a wrap around model that fits nicely with family engagement and kin supports. Weld
County looks forward to the next phase of implementation at the state level to begin to work with
the whole population within Child Welfare utilizing trauma informed screening and treatment.
• Collaborative Management Program
o Weld County's 1451 CMP has been undergoing a great work within the structure of how it is run
and how decisions are made for our youth. While it is in the infant stages of exploration Weld
County is optimistic that this process will be fruitful for the whole community. Weld County has
been a 1451 Collaborative since the beginning. The current structure of the 1451 fits nicely with
the entirety of the how the IV -E waiver will be implemented and has the ability to support Child
Welfare in Weld while furthering the structure of the 1451 board to best support the youth,
children and families.
• Differential Response
o While Weld has not fully implemented DR we have implemented RED teams which is the first
step in DR and plan to participate.
• Permanency by Design
o Weld County participated in the Permanency by Design initiative. Please see Weld's plan
attached,
7. Waiver Planning and Monitoring Process:
• Briefly describe your planning process to date (how, who, etc.)
o Weld County Child Welfare has involved all 1451 partners in the process and has briefly
discussed with them the benefits of the waiver and how it will assist in the change process
needed for permanency of children and youth in Weld. North Range Behavioral Health,
probation and SB 94 members were in attendance at the IV -E kickoff and agreed to participate to
help all children and youth and their families.
o The plan for the IV -E waiver was presented to the Weld County Board of Commissioners and
the plan and reorganization of the division was approved. The Commissioners are very
supportive of the changes needed to help all children, youth and families achieve safety,
permanency and well-being and will support the Child Welfare Department in making the
necessary changes.
o The management team within Child Welfare was involved in the writing of the waiver and has
had input into the needs of the organization over the last several months. County Personnel has
also been involved in the planning and implementation of the reorganization of staff.
• Attach any written plan or other materials that have been developed related to waiver implementation
(e.g. Theory of Change/Logic Model, asset mapping, community education materials, waiver work
plan).
4/29/2013, Waiver Application Page 10
• Briefly describe anticipated implementation planning and monitoring activities during the first year of
the waiver.
o Weld County plans to continue the implementation of the family engagement model and monitor
the success of the program through the help of Trails and Survey Monkey. The kinship process
and the Permanency Roundtables will be placed through the Quality Practice Team to determine
the best way to implement the new structure of the program.
8. Barriers:
• What barriers do you anticipate in implementing the wavier overall?
o Overall, they are listed above in each section. The basic need to train all staff and stakeholders
will help reduce and eliminate any barriers. If Weld County did not receive the IV -E waiver this
could be a barrier to the further success of the implementation of all programs.
9. Independent Evaluation:
• Who will be the primary contact person for the statewide evaluation? Heather Walker, Child Welfare
Director, Walkerhd@weld.gov, 970-352-1551 ext. 6218. Name, position, contact information
• Describe the county's expertise and data management capacity to assure full participation in the
statewide evaluation. Weld County has a full time data analyst on staff to assist with gathering data.
• Does the county anticipate conducting any evaluation activities on its own? If yes, describe briefly. At
this time Weld County is completing Survey Monkey's on all Family Engagement Meetings to best
determine needs. It would be anticipated this practice would continue. During the implementation
planning and process of the restructure, additional evaluation activities and measurements will be
developed and instituted.
10. Other:
• Any background information that would be helpful?
o The Weld County Child Welfare division has been reviewed by an outside consultant to help
determine if all staff are classified appropriately and to identify the most effective structure for
operational effectiveness. Throughout the review period from August 2012 through February
2013, the consultant met with several to discuss the work they do and how it interacts with other
positions within the Division. They also talked with other counties regarding their position
classifications, hiring procedures and division structures. The outcome has been timely with the
IV -E waiver process as it has helped in seeing the bigger picture of the organization and
identifying what the needs are within the division and the County.
11. Volume VII:
• Will your county request any waiver of rules?
o Weld will be considering a request to the Independent Living Arrangement rule as well as looking
into the Emancipation Medicaid requirements as both tend to provide barriers for permanency.
4/29/2013, Waiver Application Page 11
WELD COUNTY DEPARTMENT of HUMAN SERVICES
THEORY OF CHANGE
Family Engagement will be implemented in order to increase permanency by
reducing time in out of home care; promote successful transition to adulthood
for older youth; increase outcomes for children youth and families in their
homes and communities to improve the safety and well-being of children
So That...
The family will have increased knowledge about their situation and what
challenges and concerns brought them to the attention of Child Welfare.
So That...
The family will have increased knowledge about the specific case process and
have input in their case plan.
So That...
The Family will gain awareness of the importance of permanency and family
connections.
So That...
The parents maintain contact with the Department as a support resource and
engage in treatment and visitation.
So That...
Children can be reunified with their family and achieve permanency
WELD COUNTY DEPARTMENT OF HUMAN SERVICES
THEORY OF CHANGE
Permanency Roundtables will be implemented in order to increase permanency
by reducing time in out of home care; promote successful transition to
adulthood for older youth; increase outcomes for children youth and families in
their homes and communities to improve the safety and well-being of children
So That...
Youth will participate and have a voice in their case plan.
So That...
Youth will have Increased knowledge in their case plan and permanency
options.
So That...
Youth will have increased awareness and a voice in permanency options.
So That...
Youth will achieve legal permanency
WELD COUNTY DEPARTMENT of HUMAN SERVICES
THEORY OF CHANGE
Kinship Supports will be implemented in order to support the kin who have
taken in the youth and children; increase permanency by reducing time in out of
home care; promote successful transition to adulthood for older youth; increase
outcomes for children youth and families in their homes and communities to
improve the safety and well-being of children
So That...
Family and kin will be more knowledgeable about their children/youth needs.
So That...
Increased awareness and knowledge in accessibility to community resources
and support networks
So That...
Family and Kin seek out supports and assistance more frequently.
So That...
Kinship placement for children increase
So That..
Children are more stable and able to adjust with kinship placements and family
involvement and support.
So That...
Children and Youth can achieve legal permanency
Weld County Human Services
Child Welfare Division
A Review of Organizational Structure and Human Capital - April 2013
Executive Summary
Over the course of 6 months, a total of 42 positions in the Child Welfare Division of Weld County Human
Services were reviewed by shadowing and/or interviewing 80 employees to gain an in-depth
understanding of each position through observation of work activities, discussion with employees and
research. All positions were analyzed for accuracy in job duties, requirements and classification using a
variety of methods. Information gathered was used to evaluate existing organizational structure for
efficiency of management and delivery of services and to identify options for restructure that would
improve work flow and efficiencies. Information was used to analyze how positions interact with each
other and to identify the skill set and work experience needed for each position so that employees could
be recruited and evaluated based upon the requirements of the position. Results could be used to
strengthen a team atmosphere, improve employee satisfaction and longevity to reduce turnover,
enhance succession planning and the utilization of existing resources.
Outcomes included: 1) Updated Job Descriptions reflecting current and accurate work duties, education
and experience requirements and recommended options for determining classification. 2) Options for
enhanced recruiting, screening and candidate evaluation processes. 3) Options for an Organizational
Structure that promotes internal communication and support, effective use of existing staff and a
foundation for implementing and meeting objectives of the Colorado Practice Model and the Title IV -E
Waiver Demonstration Project. 4) Methods for human capital development that strengthen existing
practices for succession planning and employee longevity. 5) Methods for improving communication
Internally and externally resulting in efficiencies and understanding.
During the shadowing and observation stage of the review, employees were interviewed and asked a
series of questions regarding their opinion and perspective of their position, coworker's positions and
supervision. Employees provided input on qualifications and experiences required and types of skills,
abilities and knowledge needed to perform the duties of the position.
Workload, work style, communication and documentation were discussed and observed whenever
possible during the review period. Type of contact, communication and relationships with other Child
Welfare workers were discussed and observed. The results of the observations and discussions during
the review experiences have been categorized and summarized within this report.
Additional research was conducted on how other organizations perform similar work for comparison.
State and County rules, regulations and guidelines were reviewed for understanding of existing Weld
County Human Services Child Welfare Division processes. Existing processes and worker activities and
requirements were discussed with Child Welfare administration and management for perspective,
verification and opinion.
1iP
Weld County Human Services
Child Welfare Division
A Review of Organizational Structure and Human Capital - April 2013
Findings of the research, information gathering and observations fell into five general categories. The
findings are organized around 1) Position Analysis and Definition - Are Job Descriptions accurate In
describing actual work done (responsibilities) for appraising employee performance and for recruiting
new workers? Are positions classified appropriately and are the requirements in the Job Descriptions
adequate for recruiting and screening the best employee for the position? 2) Organizational Structure -
What is the best Organizational Structure for supervising staff, delivering services and managing Child
Welfare programs? 3) Employee Development (Capacity Building) - How can employee longevity,
satisfaction and performance be improved while making full use of existing employee talent. 4)
Efficiencies - Are there methods to eliminate or reduce duplication of work efforts and increase
utilization of worker's time and abilities. 5) Communication - Are there methods to improve
communication to ensure adequate information sharing and uniform expectations? How can the use of
communication improve employee morale and public image?
When the observation and information gathering stage was complete, evaluation of existing processes
and discussion with staff was conducted to define recommendations for improving organizational
structure, employee selection and evaluation, delivery of services and communication flow internally
and externally. Recommendations are summarized for review.
Specific Recommended Actions
POSITION ANALYSIS AND DEFINITION
1. Expand and formalize employee acquisition process to ensure that the best possible
candidates are recruited, evaluated and considered for positions.
• Use identified worker Skills, Knowledge and Abilities to develop screening questions for
Supplemental Questions, Telephone Interviewing and Panel Interview.
• Finalize position responsibilities and update PeopleSoft. Complete Work Environment &
Activities documents for appropriate Units.
• Identify additional and most effective assessments and implement. Develop project based
or scenario based exercises for Caseworkers. Review Critical style assessment for Screeners.
• Use incumbent work history and partner organizations to establish a formal recruiting
network for posting positions in addition to NeoGov and newspaper.
2IPace
Weld County Human Services
Chh'd \Welfa e Division
.... of 0 d Ciun JStructur and Hum Ca, , 2013
2. Review classification and compensation for Child Welfare employees following Volume VII
guidelines and position evaluation matrix.
• Complete position evaluation Matrix and score positions. Use work environment and
personal safety and risk as a compensation factor. Determine recommendations for
compensation structure for caseworkers.
• Use Volume VII Rules and Regulations as the guide for determining which positions within
Child Welfare must follow required qualifications and experience. Amend positions that
aren't outlined in Volume VII and re -title and classify accordingly. Update Job Descriptions
to accurately reflect qualifications.
• Define caseworker levels more effectively for hiring and training as outlined in Volume VII.
Revise affected position descriptions to clearly identify timeline and requirements for
advancements to higher level.
ORGANIZATIONAL STRUCTURE
1. Relocate and group identified positions within the Child Welfare Division to improve efficiency
and quality of service delivery, resulting in a more focused and effective approach to client
need using the Colorado Practice Model and IV -E Waiver Demonstration Project objectives.
• Relocate Adult Protection Unit to Area Agency on Aging. Caseworkers will benefit from
support provided by a division that focuses on a similar population and clients will benefit
from more exposure to available services. Reports can be taken by Screeners and
forwarded to Adult Protection as they are now, or calls could be taken by a contact at Area
Agency on Aging.
• Eliminate paired teams and replace with single focus teams improving employee oversight
and support and would include Child Protection and Youth Services Intake Teams, Child
Protection and Youth Services Ongoing Teams and an Adoption team.
• Relocate Child Protection Intake and Youth Services Intake Teams to the same location
within Building A.
• Relocate Child Protection Ongoing and Youth Services Ongoing Teams to the same location
within Building A.
31Pa;,e
Weld County Human Services
Chid welfare. Division
OrzanizadonalStiuctur:andHum*< r,c.i[al kprri!2013
• Relocate Chafee workers to Utilization under supervision of the Direct Services Manager.
• Relocate Parenting Education Manager to Utilization.
2. Add additional positions and restructure some positions that are directly focused on
improving quality of service delivery using the Colorado Practice Model and fulfilling IV -E
Waiver Demonstration Project objectives.
• Add an Adoption Manager to oversee adoption workers in a separate team.
• Add an additional position to serve as a Permanency Specialist in the Adoption Team.
• Add an additional Screener position.
• Add a program manager position for Family Engagement. Relocate the Diligent Search
(Family Finder), Child Welfare Clerk and Utilization Reviewer under that position developing
a Family Engagement unit.
• Add an additional Family Engagement Facilitator position.
• Restructure the Assistance Payment Liaison position by distributing non -licensed Kinship
Care duties to other positions within Child Welfare and making that position a Kinship
Resource Specialist position.
• Add a Kinship Care Coordinator position that will support non -licensed Kinship Homes in the
same manner as Foster Care Coordinators.
• Restructure the Utilization Manager position to become a Direct Services Manager and
oversee all direct services staff relating to Foster Homes and Kinship Homes.
• Add a Manager Ill position to Utilization that would oversee the Parenting Education Center
Manager, Direct Services Manager, Family Engagement Manager and Contract Negotiation
Manager.
41 Page
Weld County Human Services
Chid Welfare Division
..at!enal SDaJcture ..�a
EMPLOYEE DEVELOPMENT (CAPACITY BUILDING)
1. Strengthen Management Team through additional training and oversight. Improve employee
retention, morale and effectiveness through positive oversight and employee development.
• Provide trainings or coaching to managers that includes:
✓ How to prepare and score employee performance evaluations fairly and uniformly
✓ How to coach and develop employees
✓ Succession planning
✓ Communication
• Develop Supervisor's abilities to:
✓ Communicate in a positive unbiased manner
✓ Relay procedures and policies to all employees in a uniform and informative manner
✓ Hold employees accountable
✓ Coach and develop strengths in employees
2. Develop opportunities and experiences that provide employee development and will support
succession planning, employee retention and improve employee performance.
• Develop and implement an acknowledgement, reward and recognition program. Re-
evaluate work from home schedules and offer as a reward.
• Implement employee development opportunities through work group participation and
community organization participation.
• Enhance leadership training and project development by using interns for project based
activities.
EFFICIENCIES
1. Ensure that workers are equipped with tools and training to more efficiently perform work.
2. Restructure Screening Unit.
• Extend Screener hours to 7am to 6pm.
• Add an additional screener position.
Weld County Human Services
Child We are Division
tructure
April
• Designate one screener for triage, rotating duty.
• Program Manager would oversee screening staff only.
3. Evaluate and restructure After Hours Program.
• Utilize Screeners instead of Caseworkers to receive after hours calls.
• Utilize existing Intake Caseworkers to perform required on -call investigations.
4. Combine Family Engagement staff in a single Unit.
5. Strengthen Foster and Kinship Families skills through training, support and knowledge.
• Increase recruiting efforts for Foster Family and join efforts with Adoption workers.
• Centralize and enhance Service and Resource list including exploring the idea of an online
resource link.
• Improve interaction with other Department divisions and provided services.
• Utilize Chafee workers for more direct services coordinated by the Direct Services Manager.
• Identify and develop additional Community Resources.
• Utilize Prevention Programs and Parenting Education Center resources to develop and
strengthen Foster and Kinship Families through trainings, resources and supports.
COMMUNICATION
1. Strengthen relationships with Community Partnerships and Improve Community Image
• Utilize work groups or intern to identify organizations within the community that
provide additional services for targeted population.
• Identify and develop relationships with organizations that are willing to partner with
Child Welfare and are able to provide additional services or support to clients.
Weld County Human Services
Child \ARalfare Division
A Review of GriiiTiaiiiizatinnalStruiature and H. D; r to
• Present successes to Community Partners.
2. Improve Communication within Division
• Focus on providing information with explanation to all staff members when delivering
new procedures.
• Strengthen Supervisor ability to share information In an unbiased, positive manner
through training and example.
• Consider videotaping or note taking during informational staff meetings for viewing at a
later time by employees that were unable to attend meetings.
• Identify and implement ways to measure performance - provide data for information
sharing Internally and externally.
3. Improve Communication within Department
• Use Service Coordinators and Navigators as resources for internal communication.
• Facilitate information sharing during unit meetings.
S CARD
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4. To support CDHS/Division of Child Welfare by:
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3. Ask Collaborative Management Programs (HB 1451) and Detention
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4. Improve OPPLA criteria:
a. Agency policy and judicial considerations.
points.
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1. Congregate care for 8+ youth settings; find options, alternatives
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3. Develop strong families and communities.
4. Examine on -going care incentives and disincentives then develop a
financing strategy after consultation with Consultant Don Schmid
first.
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then braid funding streams).
6. Other? TBD.
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b. HS Diploma.
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5. Develop a common vision for the different groups.
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Organizational Chart
Weld County Human Services
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Revised 6/25/2013
00
Reorganization July 2013
County Name: Weld
Intervention: Kinship Supports
1 FTE Resource Manager III
1 FTE Foster and Kinship Supervisor II
1 FTE Kinship Coordinator
1 FTE Kinship Resource Specialist
Total FTE Costs
Hardware/Software Costs - Detail below
Training
General
Transportation (For Families)
Supplies (For Families)
Kinship Hard Supports
(detail per unit costs and units needed)
Actual Salary
Cost and Benefits
6,500.00 10,090.00
65,000.00
65,000.00 80,100.00
65,000.00 94,300.00
195,000.00 275,300.00
1,000.00
2,000.00
1,000.00
Total Request 900,000.00
*&Include
Projected Workload
Will manage the Kinship Unit, Permanency Roundtable Unit and the Family Engagement Unit. Will also
participate in some PRTs.
50% of time developing the program
100 families
100-200 families There will be some duplication with the Kinship Coordinator.
Salary, benefits, mileage, cellphone
County Name
Proposed Reduction
Projected Savings:
Foster Homes
Certified Kin Homes
Group Homes
Residential Care
Number of out of home placements
Foster Homes Certified Kin Homes Group Homes Residential Care
296 7 83 114
Number of out of home placements
Foster Homes Certified Kin Homes Group Homes Residential Care
10% 5% 20% 20%
29.6 3.5 16.6 22.8
$8,314.64
$58.14
$3,982.25
$8,449.98
Current Avg Daily Cost of Service
Foster Homes Certified Kin Homes Group Homes Residential Care
$280.90 $166.12 $ 242.82 $384.09
$ 83,146.40 $ 1,162.84 $ 20,154.06 $ 43,786.26
Average Length of Stay
Foster Homes Certified Kin Homes Group Homes Residential Care
403 days 417 days 823 days 408 days
Average Length of Stay
Foster Homes Certified Kin Homes Group Homes Residential Care
10% 5% 20% 20%
40.3 20.85 164.6 81.6
Proposed Reduction Avg Daily Cost of Service
Foster Homes Certified Kin HoiGroup Homes Residential Care
$280.90 $166.12 $242.82 $384.09
$ 28.09 $ 8.31 $48.56 $ 76.82
County Name: Weld
Intervention: Family Engagement
.10 FTE Resource Manager III
1 FTE Family Engagement Manager II
1 FTE Family Engagement Facilitator
1 FTE Family Engagement Facilitator
1 FTE Family Engagement Facilitator
1 FTE Family Services Support Clerk
Family Finder
Total FTE Costs
Cost
6,500.00
65,000.00
65,000.00
65,000.00
65,000.00
65,000.00
65,000.00
390,000.00
Hardware/Software Costs - Detail below
Conference Calling 6,000.00
Transportation (For Families) 3,000.00
Training
General
Specialized
Equipment and Supplies
(Easel Pads, Small Paper Pads, Kleenex, Pens, etc. for
families to use)
Actual Salary
10,090.00
95,850.00
66,400.00
66,400.00
80,100.00
45,900.00
70,700.00
425,350.00
Training new Facilitate
1,000.00
7,000.00
1,500.00
Total Request 443,850
•&Include Salary, benefits, mileage, celiphone
Projected Workload
Will manage the Kinship Unit, Permanency
Roundtable Unit and the Family Engagement
Unit. Will also participate in some PRTs.
Supervision of FE Unit consisting of 5 FTE
60 families per quarter
60 families per quarter
60 families per quarter
Scheduling and scribing
Meeting with families to locate prospective
kinship/family members.
ors, providing specific Family Finding Training, training Community and Judicial Partners.
Actual Salary
Cost and Benefits Projected Workload
County Name: Weld
Intervention: Permanency Roundtable
.25 FTE Resource Manager III
1 FTE Permanency Manager II
1 FTE Permanency Specialist
Total FTE Costs
Hardware/Software Costs - Detail below
Training
General
Specialized
Transportation (For Families)
Equipment and Supplies
Total Request
Will manage the Kinship Unit,
Permanency Roundtable Unit and
the Family Engagement Unit. Will
16,250.00 25,225.00 also participate in some PRTs,
65,000.00 100,900.00 Supervises PRT Unit and 1 FTE, pail
65,000.00 70,700.00 80 Youth
130, 000.00 171,600.00
500.00
3,000.00
1,000.00
750.00
176,850.00
*&Include Salary, benefits, mileage, cellphone
ticipating in some of the PRTs
Funding Request - Weld County IV -E Waiver Application
5/28/2013
Salaries and Benefits:
Family Engagement Unit; Salary Benefits Total
Family Engagement Manager 73,750 22,100 95,850
Family Engagement Facilitator 51,100 15,300 66,400
Family Engagement Facilitator 51,100 15,300 66,400
Family Services Coordinator 61,600 18,500 80,100
Family Finder 54,200 16,500 70,700
Family Services Support Clerk 35,300 10,600 45,900
Total - Family Engagement 425,350
Permanency Roundtables:
Permanency Specialist
Permanency Manager III
Total - Permanency Roundtables
Kinship:
Resource Manager III
Kinship Coordinator
Kinship Resource Specialist
Total - Kinship
Sub -Total -Salaries and Benefits
Other Resources:
Family Engagement Unit:
Specialized Training
General Training
Mileage Reimbursement
Equipment and Supplies
Conference Calling
Total - Family Engagement
Permanency Roundtables:
Specialized Training
General Training
Mileage Reimbursement
Equipment and Supplies
Total - Permanency Roundtables
Kinship:
General Training
Mileage Reimbursement
Equipment and Supplies
Total - Kinship
Sub -Total - Other Resources
Grand Total Request - Weld County
Grouped by Intervention
Family Engagement Unit
Permanency Roundtables
Kinship
Grand Total Request - Weld County
54,200 16,500 70,700
77,600 23,300 100,900
171,600
77,600 23,300 100,900
61,600 18,500 80,100
72,500 21,800 94,300
275,300
872,250
7,000
1,000
3,000
1,500
6,000
18,500
3,000
500
1,000
750
5,250
1,000
2,000
1,000
4,000
27,750
900,000
443,850
176,850
279,300
900,000
Funding Request - Weld County
IV -E
-1
;
+
Waiver Application
5/28/2013
---
4
i
Salaries
- - -- -
I_
!
and Benefits:
._1_
Family Engagement Unit: -_
Glary ;
Benefits jota! ��,G, ,
22,100 I 95,80 .
1 Family Engagement Manager
l 73,750
!Family Engagement Facilitator
_ 'Family Engagement Facilitator —_
Family Services Coordinator
T
_
I
5
51,100
51,100
15,300
15,300_
18500
1
1
I
66,400
66,400
61,600
80,100
70,700
"Family Finder
54,200 i.
35,300-
16,500
Family Services Support Clerk
10,600
1
'
- 23,300
_ 23,300
5,900:
Total - Family Engagement
-
425,350
70,700
100,900 -
r-
Permanency Roundtables:
_
54,20O16,500
77,600_
77,600
Permanency Specialist
Permanency Manager Ill
I---- i
Kinship:___
I
Total - Permanency Roundtables
171,600'"
: f ��a _._.
Resource Manager Ill' `�.
100,900 -
Kinship Coordinator
_ '
61,600 18,500 _ 80,100
Kinship Resource Specialist
1
72,500 x21,800 { 94,300
Total - Kinship
275,300
Sub -Total - Salaries and Benefits
---
872,250
T--
1
^
_
l'---
Other Resources:
_
--I
( 7,000
Family Engagement Unit:
Specialized Training
General Training
�1
1,000
Mileage Reimbursement
I
L 3,000
Equipment and Supplies
_
1_ 1,500
6,000
_
Conference Calling .
Total - Family Engagement
18,500 —
Permanency Roundtables:
Specialized Training
( 3,000
General Training _
---
500
1,000
Mileage Reimbursement
Equipment and Supplies
--
750
Total - Permanency Roundtables
5,2504
Kinship:
'
General Training
1,000_
'Mileage Reimbursement
r
2,000
Equipment and Supplies
1,000
Total - Kinship
4 ,000
Sub -Total - Other Resources
--4__
27,750
Grand Total Request - Weld County
900,000
Grouped by Intervention
_
Family Engagement Unit
443,850
Permanency Roundtables
176,850
Kinship
279,300
Grand Total Request - Weld County
900,000
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County Name: Weld Cost
Intervention: Kinship Supports
1 FTE Resource Manager III
1 FTE Foster and Kinship Supervisor II
1 FTE Kinship Coordinator
1 FTE Kinship Resource Specialist
Total FTE Costs
Hardware/Software Costs - Detail below
Training
General
Transportation (For Families)
Supplies (For Families)
Kinship Hard Supports
(detail per unit costs and units needed)
6,500.00
65,000.00
65,000.00
65,000.00
195,000.00
State
32,500.00
65,000.00
32,500.00
182, 221.00
1,000.00
2,000.00 2,000.00
1,000.00 1,000.00
Total Request 900,000.00 185,221.00
Actual Salary
and Benefits
10,090.00
80,100.00
94,300.00
275,300.00
s&Include Salary, t
Projected Workload
Will manage the Kinship Unit, Permanency Roundtable Unit and the Family Engagement Unit. Will also
participate in some PRTs.
50% of time developing the program
100 families
100-200 families There will be some duplication with the Kinship Coordinator.
With Benefits.
,enefits, mileage, cellphone
STATE OF COLORADO
hs
Colorado Department
of Human Services
people who help people
CHILDREN, YOUTH AND FAMILIES
Julie Krow, MA, LPC, Director
Division of Child Welfare Services
1575 Sherman Street, 2"° Floor
Denver, Colorado 80203-1714
Phone 303.866.5932 Fax 303.866.5563
www.colorado.gov/cdhs
CORRECTED
July 26, 2013
Ms. Judy Griego
Weld County Department of Human Services
PO Box A 315 N 11th Avenue
Greely, Co 80631
John W. Hlckenlooper
Governor
Reggie Bicha
Executive Director
Dear Ms. Griego,
We are pleased to inform you that Weld County Department of Human Services is being awarded Title IV -E
Waiver Demonstration Project funding by the Colorado Department of Human Services, Office of Children,
Youth, and Families.
Each application was reviewed and follow up contact was made with each applicant to further define the
request for funding. These discussions included:
• Review by two separate staff to assure county plan was evaluated against criteria established by a
state/county workgroup
• Removing federally disallowed expenditures
• Removing costs not directly related to service
• Removing optional or other components not defined as core components of model
• Focusing on fidelity
• Focusing on average cost per child
Given thorough review of your application, it was determined your county will receive $561,163.00. This
funding shall be used to fund the following interventions:
Family Engagement
$374,942.00
Kinship Supports
$186,221.00
Yh olir/ t-
$561,163.00
Staff will need to be hired or designated, and intervention implementation in place by July 30, 2013.
Funding is allocated for State Fiscal Year 2013. A separate application process will be in place to secure
funding for subsequent years. The Memorandum of Understanding is being sent separately for review and
signatures. Please return the signed MOU by Monday, September 30, 2013 to Paige (Black) Rosemond,
paige.rosemond(state.co.us, 303-866-2866.
In implementing Family Engagement and Kinship Supports, please focus your efforts on serving new cases,
kin, families, youth and children. You are able to continue efforts with existing families, but they will not be
included in the specific Title IV -E Waiver funded intervention. To further understanding of the evaluation
process and logic models, the evaluator, Human Services Research Institute (HSRI) is convening
participant counties. You will receive communication about the specific locations, dates, and time. HSRI
will review the Evaluation Plan, expectations and terms, and solicit your input regarding the individual
intervention logic models.
We are encouraged by your participation in the Project and look forward to continued collaboration. Please
contact us with any questions. Also, join us every other Monday, from 12:00 PM — 1:00 PM (877-820-7831,
742294#) to discuss any implementation and/or funding questions. The next phone conference is
scheduled for August 5, 2013.
Sincerely,
Robert Werthwein
Deputy Office Director
Acting Child Welfare Director
Office of Children, Youth and Families
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